FUNCTIONS AND STRUCTURE OF A MEDICAL SCHOOL by liamei12345

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									GENERAL INSTRUCTIONS FOR COMPLETING THE DATABASE

Each question in the database is preceded by the relevant LCME accreditation standard. In some cases,
two standards are closely related and the questions are germane for documenting compliance with each of
the two standards. Additional related information is sometimes contained in the responses to questions
that deal with other standards; in those cases, cross-references to the additional information are included
in italics. The cross-references are intended to help self-study groups and the survey team to identify all
relevant data for assessing compliance with standards.

For comprehensive instructions regarding database completion, refer to the document “Background and
Instructions for Completing the LCME Medical Education Database and Institutional Self-Study,” which
is mailed with the hard copy of the database. The Database for Preliminary Accreditation for preliminary
accreditation surveys during the 2012-2013 academic year can also be downloaded from the LCME Web
site at www.lcme.org/newschoolhome.htm

   The medical school should maintain a master copy of the database. When it becomes necessary to
    update database sections after the self-study report has been completed, but prior to the survey visit,
    the school should create separate database pages containing the updated information only.

   Most questions require a narrative answer or the completion of a table; in some cases, it will be
    necessary to duplicate a blank table (e.g., to summarize each of the medical school’s clinical teaching
    sites). Use as much space as necessary to answer each question completely or to complete the tables.
    The tables may be modified to fit school-specific circumstances.

   Any supporting documents that are requested in the database (e.g., bylaws, organizational charts,
    policy documents) should be compiled in a separate red binder, divided by tabs for each section of the
    database; do not include such appended materials in the individual database sections. If the
    documents are large, you may send the URL (see the instructions document). The header on each
    page should indicate the most recent academic year for which information is available.

   If requested information is available from the medical school’s Web site, print a copy of the Web site
    information for the master database maintained by the school. Changes to such documents after
    completion of the self-study should be printed, stamped “Updated” to indicate that they have been
    revised, and included in the updated database. In addition, database pages that list URLs of modified
    Web pages should indicate that the Web site information has been altered from the original data
    available to the self-study groups.

   The database copies sent to the LCME Secretariat should include printed copies of any information
    referred to by Web site URL. If the document is long, please include the table of contents and only
    the relevant sections. The Secretariat is required to maintain complete print records of all database
    information.

SPECIAL INSTRUCTIONS FOR SECTION V: EDUCATIONAL RESOURCES

ALL CLINICAL TEACHING FACILITIES LISTED IN RESPONSE TO THE QUESTIONS FOR
STANDARD ER-6 SHOULD ALSO BE INCLUDED IN THE RESPONSES TO THE
QUESTIONS FOR STANDARDS ER-7 THROUGH ER-10.




LCME/CACMS Medical Education Database 2012-2013                                 V. Educational Resources
NOTE THAT THE FOLLOWING STANDARDS FROM THIS SECTION OF THE MEDICAL
EDUCATION DATABASE ARE NOT INCLUDED IN THE DATABASE FOR PRELIMINARY
ACCREDITATION:

ER-7    (Instructional facilities and information resources at hospital or other clinical facility that
        serves as a major site for medical student education)
ER-8    (Required clerkships should be conducted in health care settings with resident physicians)




LCME Medical Education Database for Preliminary Accreditation 2012-2013          V. Educational Resources
Academic Year ____________



                     SECTION V. EDUCATIONAL RESOURCES
                                 Part A: Key Quantitative Indicators

Please provide the following information.

a. Total revenues (in millions, to one decimal place)

        2011-12             2012-13


b. Total expenditures (in millions, to one decimal place)

        2011-12             2012-13


c. Total state (provincial) and university appropriations (in millions, to one decimal place)

        2011-12            2012-13


d. Professional fee (practice plan) revenues (in millions, to one decimal place)

        2011-12            2012-13


e. Direct federal grants and contracts (in millions, to one decimal place)

        2011-12            2012-13




LCME Medical Education Database for Preliminary Accreditation 2012-2013            V. Educational Resources
Academic Year ____________



                       SECTION V. EDUCATIONAL RESOURCES

                                      Part B. Narrative Data and Tables

ER-1. A medical education program must notify the LCME and the CACMS, when
applicable, of any substantial change in the number of enrolled medical students or in the
resources available to the institution, including the faculty, physical facilities, or finances.
If the medical education program plans to increase its entering medical student enrollment above the threshold of
10% or 15 medical students in one year, or 20% in three years, the program is required to provide prior notification
to the LCME and the CACMS, when applicable. Notification to the LCME must occur by January 1st of the year
preceding expansion; notification to the CACMS must occur by September 1st of the year preceding the planned
expansion. This notification is required for a medical education program planning to increase class size on its main
campus and/or in existing functionally separate instructional sites (without any expansion in the curriculum years
that the functionally separate instructional site covers).

A medical education program that plans to start a new functionally separate instructional site or to expand an
existing functionally separate instructionally site (e.g., from a one-year or two-year program to a four-year program)
is required to provide notification of the plans to the LCME and to the CACMS, when applicable, by January 1st of
the year preceding the planned creation or expansion of the functionally separate instructional site.

___________________________________________________________________________________

Using the number of students who will be admitted in the charter class as a baseline, describe any plans
for incremental increases in entering class size and the timetable for class expansion.




LCME Medical Education Database for Preliminary Accreditation 2012-2013                    V. Educational Resources
Academic Year ____________



ER-2. The present and anticipated financial resources of a medical education program
must be adequate to sustain a sound program of medical education and to accomplish
other programmatic and institutional goals.
The costs of conducting an accredited educational program leading to the M.D. degree should be supported from
diverse sources (e.g., income from tuition, endowments, earnings by the faculty, support from the parent institution,
annual gifts, grants from organizations and individuals, appropriations by government). Evidence for compliance
with this standard will include documentation of adequate financial reserves to maintain the medical education
program in the event of unexpected revenue losses and demonstration of effective fiscal management of the medical
education program’s budget.

ER-3. Pressure for institutional self-financing must not compromise the educational
mission of the medical education program or cause it to enroll more medical students than
its total resources can accommodate.
Reliance on medical student tuition should not be so great that the quality of the medical education program is
compromised by the need to enroll or retain inappropriate numbers of medical students or medical students whose
qualifications are substandard.
___________________________________________________________________________________

NOTE: Unless the school states otherwise, the LCME will assume that the program uses the fiscal year of
July 1 - June 30.

a. Describe all financial resources anticipated by the medical school over the NEXT six years (i.e., the
year prior to the enrollment of the charter class, the year in which the charter class will be enrolled, and
the subsequent four years) in the following areas:

    i.   Total revenues

    ii. Revenue mix

    iii. Obligations and commitments

    iv. Reserves (amount and sources)

c. Describe any substantive changes in institutional resources anticipated by the medical school over the
NEXT six years (i.e., the year prior to the enrollment of the charter class, the year in which the charter
class will be enrolled, and the subsequent four years) in the following areas:

    i.   Number of faculty

    ii. Faculty mix

    iii. Hospital and other clinical affiliations

    iv. Graduate medical education programs

    v. Physical facilities

d. Describe the medical school’s annual budget process and the budgetary authority of the medical
school dean. Does the medical school have a consolidated budget process that includes all medical school
departments, the clinical practice plan, and/or the health system? Describe the roles and membership of
LCME Medical Education Database for Preliminary Accreditation 2012-2013                    V. Educational Resources
Academic Year ____________


any committees involved in budget planning. Is the medical school’s budget approved by the governing
board and/or officials of the parent university or, in the case of an investor-owned for-profit medical
education program, by the corporate parent of the institution? Is the approval of the governing board
required for tuition and fee rates for undergraduate medical students?

e. Describe the ways in which the medical school’s governance, through its board of directors and its
organizational structure, supports the effective management of its financial resources. Describe how lines
of authority are defined, the internal controls that are in place, the degree of oversight provided by the
state/parent/governing board in managing medical school resources, and the relationship between the
dean and department chairs in managing departmental resources.

f. Describe the role of medical school management and administrative systems (e.g., financial, human
resources, student information, room inventory, and sponsored programs) in serving the information
needs of the medical school leadership. Describe the nature and frequency of the financial reports
provided to the medical school dean. In the Appendix, provide three examples of recent reports.

g. Describe the ways in which current and projected capital needs for the missions of the medical school
are being addressed. Describe the medical school’s policy with regard to the financing of deferred
maintenance of medical school facilities (e.g., roof replacement).

h. Describe the extent to which financial reserves have been used to balance the operating budget in
recent years.

i. Summarize the key findings resulting from any external financial audits of the medical school
(including medical school departments) performed during the most recently completed fiscal year.
Provide a copy of this external financial audit.

j. If tuition and fees are expected to comprise more than 50% of the medical school’s total annual
revenues, describe the school’s plan to reduce dependence on tuition and fees.

k. Describe whether the medical school’s need to generate revenue will affect decisions related
to current and anticipated student enrollment.




LCME Medical Education Database for Preliminary Accreditation 2012-2013           V. Educational Resources
Academic Year ____________



ER-4. A medical education program must have, or be assured the use of, buildings and
equipment appropriate to achieve its educational and other goals.
The facilities of the medical education program should include offices for faculty, administrators, and support staff;
laboratories and other space appropriate for the conduct of research; medical student classrooms and laboratories;
lecture hall(s) sufficiently large to accommodate a full year's class and any other students taking the same courses;
space for medical student use, including medical student study space; space and equipment for library and
information access; and space for the humane care of animals when animals are used in teaching or research.
___________________________________________________________________________________

a. Complete the following table of teaching facilities for each building in which medical students will
participate in regularly scheduled classes, including laboratories. Do not include classrooms located in
clinical facilities.

Building:
Year Constructed:                                          Year of Last Major Renovation:
        Type of Room*                             Seating Capacity             Main Educational Use(s)**



 *Lecture hall, science lab, conference room, small-group discussion room, etc. If several rooms of
 similar type and seating capacity are used, simply indicate the total number of such rooms in
 parentheses.
**Lectures, small-group discussion, dissection, wet labs, slide study, etc.

b. Indicate the title and organizational placement of the school staff member who will be responsible for
scheduling and coordinating the use of these facilities. Indicate whether these facilities will be shared
with other educational programs.

c. Summarize the number and locations of rooms used for small-group teaching and for laboratories.

d. Describe the facilities used for teaching physical examination skills, conducting standardized patient
examinations, and administering OSCEs. Describe any special facilities that are used only for clinical
skills instruction or assessment of medical students (i.e., not used for patient care).

e. Complete the table below showing the number of faculty offices, research laboratories, and net square
footage for each academic department of the medical school. Add rows as needed.

                                                   Total Net Sq Ft                                  Total Net Sq Ft
Department Name             # of Offices                                 # of Research Labs
                                                      (Offices)                                         (Labs)




f. Describe the safeguards that will be in place to ensure adequate space for the humane care of animals
used in teaching and research.


LCME Medical Education Database for Preliminary Accreditation 2012-2013                     V. Educational Resources
Academic Year ____________



ER-5. A medical education program should have appropriate security systems in place at
all instructional sites.
___________________________________________________________________________________

a. Describe the security systems and personnel that will be used to provide a safe study and learning
environment for medical students during and outside of regular duty and class hours on campus and at
any clinical teaching sites.

b. Describe any special protections that will be available to medical students if they are exposed to
physical danger in the learning environment (e.g., during interactions with patients in detention facilities).

c. Describe any existing or planned initiatives to prepare for natural and other disasters and
emergencies, including planning activities, mandatory training, and resources available to the medical
school’s students, faculty, and staff.




LCME Medical Education Database for Preliminary Accreditation 2012-2013              V. Educational Resources
Academic Year ____________



ER-6. A medical education program must have, or be assured the use of, appropriate
resources for the clinical instruction of its medical students.
The clinical resources at the medical education program should be sufficient to ensure the breadth and quality of
ambulatory and inpatient teaching. These resources include adequate numbers and types of patients (e.g., acuity,
case mix, age, gender) and physical resources.
___________________________________________________________________________________

a. Describe the status of development of affiliations with clinical teaching sites that will be used for
medical student education, especially in the first curricular year.

b. List each inpatient teaching site at which the medical school’s first cohort of students will take one or
more of the listed required clerkship rotations* and check the clerkship rotation(s) offered:

                                                                      Check [√]
Inpatient Facility Name (list)         Family        Internal       Ob/
                                                                          Pediatrics        Psychiatry      Surgery
                                      Medicine       Medicine       Gyn




* If the medical school plans to offer major core clerkship rotations in different subjects (e.g.,
Interdisciplinary Primary Care, Women’s and Children’s Health), please modify the headings
accordingly.

c. For each inpatient facility listed in the preceding table, provide the following information:
(Use a separate page for each institution)

Facility Name:                               ____________________________________________________
Name of Chief Executive Officer:________________________________________________________
Year Appointed:______________

                         Number of beds
                         Average occupancy rate
                         Average length of stay
                         Number of annual admissions
                         Number of outpatient visits/year
                         Number of ER visits per year

                                              Average                 # of Students per Rotation
                                   # of
      Clinical Service                         Daily        The School’s Medical        Visiting Medical
                                   Beds
                                              Census              Students                  Students
Family Medicine
Internal Medicine
Obstetrics/Gynecology
Pediatrics
Psychiatry
Surgery

LCME Medical Education Database for Preliminary Accreditation 2012-2013                    V. Educational Resources
Academic Year ____________


d. Complete the following table for each ambulatory site* that will be used for required medical student
education:

     Site Name:                                                    Site Type**:
         Course or Clerkship          Academic Period (Year)       Duration                 # of
           Rotation Offered               When Offered             (Weeks)          Students per Rotation




    *If groups of doctors’ offices or preceptorial sites will be used, list the total number of such sites to be
    used for a given required course or clerkship rotation experience.
    **Stand-alone clinic, private offices, etc.




LCME Medical Education Database for Preliminary Accreditation 2012-2013               V. Educational Resources
Academic Year ____________



ER-9. A medical education program must have written and signed affiliation agreements
in place with its clinical affiliates that define, at a minimum, the responsibilities of each
party related to the educational program for medical students.
Written agreements are necessary with hospitals that are used regularly as inpatient sites for core clinical clerkship
rotations. Additionally, affiliation agreements may be warranted with other instructional sites that have a significant
role in the clinical education program.

Affiliation agreements should address, at a minimum, the following topics:

   The assurance of medical student and faculty access to appropriate resources for medical student education.
   The primacy of the medical education program over academic affairs and the education/assessment of medical
    students.
   The role of the medical education program in the appointment and assignment of faculty members with
    responsibility for medical student teaching.
   Specification of the responsibility for treatment and follow-up when a medical student is exposed to an
    infectious or environmental hazard or other occupational injury.

If department heads of the medical education program are not also the clinical service chiefs at affiliated institutions,
the affiliation agreement must confirm the authority of the department head to ensure faculty and medical student
access to appropriate resources for medical student education.

The medical education program should advise the LCME and the CACMS, when applicable, of anticipated changes
in affiliation status of the program's clinical facilities.

ER-10. In the relationship between a medical education program and its clinical affiliates,
the educational program for medical students must remain under the control of the
program’s faculty at each instructional site.
Regardless of the location in which clinical instruction occurs, department heads and faculty of the medical
education program must have authority consistent with their responsibility for the instruction and assessment of
medical students.

The responsibility of the clinical facility for patient care should not diminish or preclude opportunities for medical
students to undertake patient care duties under the appropriate supervision of the medical education program’s
faculty and residents.

___________________________________________________________________________________

a.     For each clinical teaching site at which students will complete the inpatient portions of one or
more required core clerkship rotations, provide a copy of the current affiliation agreement with the
medical school in the Appendix (red binder).




LCME Medical Education Database for Preliminary Accreditation 2012-2013                      V. Educational Resources
Academic Year ____________


b. For each inpatient clinical teaching site in (a) above, in the table below check if there is a signed
affiliation agreement and if the agreement specifies the listed elements: (Add rows as needed)

                                                              Statement        Role of    Specification of
                                            Guarantees           of the        Medical   Responsibility for
Clinical Teaching Site      Signed        Student/Faculty     Primacy of      Education  Treatment/Follow-
                           Affiliation       Access to       the Medical     Program in    up of Student
                           Agreement         Resources        Education        Faculty     Occupational
                                                               Program      Appointment/     Exposure
                                                                             Assignment




c. If not explicitly defined in the affiliation agreements, describe the mechanisms that will be in place
(whether formal or informal) at each site to ensure the medical school’s authority to conduct educational
activities for its students.


See also information for standards MS-30 and MS-31-A in Section III: Medical Students.




LCME Medical Education Database for Preliminary Accreditation 2012-2013              V. Educational Resources
Academic Year ____________



ER-11. An institution that provides a medical education program must provide ready
access to well-maintained library facilities sufficient in size, breadth of holdings, and
technology to support its educational and other missions.

Students, faculty, and others associated with an institution that provides a medical education program should have
physical or electronic access to the current and prior volumes of leading biomedical, clinical, and other relevant
periodicals, self-instructional materials, and any other information resources required to support the institution’s
missions, including the educational program.
___________________________________________________________________________________

a. Provide the name and year of appointment for the director of the principal library for the medical
school and the title of the person to whom the library director reports. Note any other schools or programs
served by the library.

b. Briefly summarize any campus-wide or consortium agreements that will extend the library’s access to
information resources. Describe whether the library will interact with other university and affiliated
hospital libraries and the means by which those interactions will take place.

c. Complete the following table, as appropriate, for the library:

  Total user seating
  Number of small-group study rooms
  Number of public workstations
  Number of computer classrooms
  Number of computers or workstations in computer
  classrooms

d. Complete the following table showing library collections for the current academic year:

                                                             Current
                                                          Academic Year
  Total current journal subscriptions (all formats)
  Total journal subscriptions (print only)
  Number of book titles (all formats)
  Number of book titles (print only)
  Number of databases
  Number of external documents provided to
  users
  Total collection expenditures




LCME Medical Education Database for Preliminary Accreditation 2012-2013                     V. Educational Resources
Academic Year ____________



ER-12. The library services at an institution that provides a medical education program
must be supervised by a professional staff that is responsive to the needs of the students,
faculty, and others associated with the institution.

The library staff serving an institution that provides a medical education program should be familiar with current
regional and national information resources and data systems.
___________________________________________________________________________________

a. Complete the following table describing full-time equivalent (FTE) staffing for the library for the
current academic year and planned for the 2016-2017 academic year:

                                                                              Library
                                                                              Services
                                                                           2012- 2016-
                                                                            13       17
                        Number of professional staff
                        Number of technical and paraprofessional
                        staff
                        Number of clerical support staff
                        Number of student or hourly support staff

b. Describe the mechanisms that will be used to ensure the ongoing development and maintenance of the
professional skills of staff members in the library.

c. Describe the means by which the library will support medical education. How will the library interact
with other education support units (e.g., the office of medical education or curriculum planning group, the
information services unit)? Describe the ways in which staff members in the library will be involved in
curriculum planning and curriculum delivery. For example, will library services staff members teach in
any courses that are required for medical students or serve as members or ex officio members of the
medical school curriculum committee or subcommittees?

d. Describe the means by which the library will:

    i. Address institutional faculty and student needs for quiet and collaborative group and individual
    study.

    ii. Provide public access workstations and printing.

e. List the hours during which the library building and the public access computers will be available to
faculty members, residents, and students during the academic year.

f. Describe the methods that will be used to provide faculty members, residents, and students with
access to library resources from off-campus sites.




LCME Medical Education Database for Preliminary Accreditation 2012-2013                    V. Educational Resources
Academic Year ____________



ER-13. An institution that provides a medical education program must provide access to
well-maintained information technology resources sufficient in scope and expertise to
support its educational and other missions.
_________________________________________________________ __________________________

a. Provide the name and year of appointment for the director of the information technology (IT) services
unit and the title of the individual to whom the director reports. List any other schools or program
serviced by the director’s unit.

b. Briefly summarize any campus-wide or consortium agreements that will extend the IT service unit’s
access to information resources (e.g., university data network, Internet-2 connection). Describe whether
the IT unit will interact with university and affiliated hospital information networks and the means by
which those interactions will take place.

c. Note if there will be a wireless network on campus and whether wireless capability will be available
in the library, in classrooms, and in student study areas.

d. Note if the capability will exist for medical students, residents, and faculty to access educational
resources (e.g., curriculum materials, library resources) from off-campus sites.




LCME Medical Education Database for Preliminary Accreditation 2012-2013             V. Educational Resources
Academic Year ____________



ER-14. The information technology staff serving an institution that provides a medical
education program must be responsive to the needs of the medical students, faculty, and
others associated with the institution.
The information services staff should facilitate the timely access of medical students, faculty, and others associated
with the institution at each instructional site to information resources required by the curriculum and other missions
of the institution and have sufficient expertise to facilitate their use.

___________________________________________________________________________________

a. Complete the following table describing full-time equivalent (FTE) staffing of the information
technology (IT) and services unit for the current academic year and planned for the 2016-2017 academic
year:

                                                                      Information
                                                                    Technology and
                                                                        Services
                                                                    2012-     2016-
                                                                     13         17
         Number of professional staff
         Number of technical and paraprofessional staff
         Number of clerical support staff
         Number of student or hourly support staff

b. Describe the mechanisms that will be used to ensure the ongoing development and maintenance of the
professional skills of information technology and services staff members.

c. Describe how the information technology and services unit will support medical education, including
support for instructional development and curriculum delivery. For example, will there be resources
available for faculty members seeking to develop or maintain Web-based teaching materials or for faculty
to learn to use technology for distance education?


                                              END OF SECTION V




LCME Medical Education Database for Preliminary Accreditation 2012-2013                     V. Educational Resources

								
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